‌Offboarding

‌Offboarding Overview

‌Summary Steps for Setup of Offboarding Module

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Personnel >> Offboarding >> Offboarding Staff

‌Step 1 Offboarding: Setup Staff responsible for managing the Offboarding Process

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First Name/Last Name: Select the name of the employee who is responsible for the on-boarding process. If in a multi-company environment, you can filter the names of employees available for

selection by selecting the Company first.

Company Manage: Select a company or multiple companies (Ctrl+click) for which the employee will be responsible for managing the Offboarding process. This person will receive all the relevant

email notifications .

‌Enter Offboarding Staff Details

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The record saves as shown above, with the selected employee and the company for which he/she is

managing the on-boarding process listed on the right.

If in a multi-company set up. repeat this step to add additional members of staff who are responsible

for offboarding.

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Personnel >> Offboarding >> Exit Interview Forms >> Exit Interview Ratings

‌Step 2 Offboarding: Set up the Exit Interview Rating Scale

‌Enter Rating Standards and Points

‌Rating Scale

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Personnel>>Offboarding>>Exit Interview Forms>>Exit Interview Forms Setup

‌Step 3 Offboarding: Set up the Exit Interview Form

‌Setup the Exit Interview Form‌

 Company: Select the Company for which you are setting up the Exit Interview Form.

Job: Select the job for which you are setting up the form. In some scenarios, there is one standard form used throughout the company.

Who is Responsible: There are three drop down options available to identify who should complete the form. These are listed below:

• Employee: If the employees have access to the Employee Self Service (ESS) module, then select Employee as the one who is responsible for completing the form. They will be able to access the Onboarding module via the ESS and complete the relevant tasks.

• Manager: If there are some employees who are not computer literate or do not have access to the ESS module, then select Manager (Direct supervisor setup via reporting relationships) as the person responsible for completing the form. In this scenario, the manager is advised to sit with the employee and complete the form in real time.

• HR: If the self service modules ( primarily the ESS and MSS) have not been purchased, then select HR as being responsible for filling the Exit Interview form. Once HR is selected, the the forms are available for HR in the next tab on this screen.

  Exit Interview Form Name: Enter a user defined name for the form. Save or Submit the record.

  
  

  

  
  

  ‌Enter the Question Details for the Form‌

  
  

  

  
  

  

   Question Details: Enter the Exit Interview question here.

  Question Type: There are three (3) default question types.

• Multiple Choice: Once this question type is selected , the screen to enter the user-defined choices will be displayed. The question should be saved first BEFORE you start to enter your choices. Enter your choices and save the entries. Once saved, additional blank rows will appear where you can enter more choices.

• Open-ended: This question type allows the respondents to answer in open text format so they can elaborate freely.

• Rating: This question type will use the rating scale (which was previously setup) as the choices available as a response for the employee.

Order: The Order Number entered here indicates the order in which the question should be completed on the Interview Form. The order of the question on the form is automatically re-ordered based on the order number of the last saved question.

When the question is saved, additional blank rows will appear where you may enter as many questions as required for your Exit Interview Form.

‌Completed Questions set up for Exit Interview Form‌

‌Enter Duplicated Form details‌

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Select the Company and Job for which the form is to be duplicated. Save the record.

‌View the Duplicated Records

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Personnel>>Offboarding>>Offboarding Checklists>>Offboarding Checklists Setup

‌Step 4 Offboarding: Set up Offboarding Checklist

Offboarding Checklists

When the employee exits the organization, an offboarding checklist details all of the necessary tasks that must be done when an employee leaves. It is often completed as a check-box exercise so that line managers and HR team members can see at a glance which activities have been finished and which are still outstanding. (e.g. recover company property, revoke employee’s the formation of user-defined checklists to ensure that everything has been covered before IT access, complete final pay process, provide recommendations, etc.).

The steps are as follows:

1. Create a New Offboarding Checklist Task

2. Create and View ALL Offboarding Tasks for Checklist

3. Identify Primary Person responsible for each Task

   1. Example for Direct Supervisor Offboarding Group

   2. Example for Other Offboarding Group

‌Create a New Offboarding Checklist‌

‌Enter Offboarding Checklist Task Detail

Order: The Order Number entered here indicates the consecutive order in which the task should be completed on the checklist. Additionally, the order of tasks on the checklist is automatically re-ordered based on the order number of the last saved task.

Days to Complete: Enter the number of days that the employee has to complete the task. Notifications would be sent alerting the employee of the timeframe to complete the task.

Offboarding Group: This is a default drop down list which shows the different groups of users who may be assigned as being responsible for the Offboarding Task. The groups are listed as follows:

• Benefits Administrator (Benefits module)

• Company Assets Manager (Company Assets module)

• HR (Personnel Module)

• IT (Security Module)

• Payroll (Payroll Module)

• Employee (Not linked to any module)

• Direct Supervisor (Not linked to any module)

• Other (Not linked to any module)

Offboarding Groups Linked to a Module: If any one of the Offboarding Groups selected are linked to a module (as indicated above), a list of users with security access to the respective module is generated under this task. You may then select ONE of these users as the primary person responsible for the task. E.g. If HR is selected, then a list is generated of all the employees within that company who have access to the Personnel module. You may then delete the other users as required, however we advise that those persons who may act as an alternate to the primary person be left on the list, in the event that the task has to be reassigned.

Offboarding Groups NOT linked to a Module: If any one of the Offboarding Groups selected are NOT linked to a module (as indicated above), no employees/users will be generated under this task. Employees will only be assigned (as explained below) when the checklist is generated OR you will have to manually add employee responsible.

Employee: If Employee is selected as the Offboarding Group, when the checklist is generated for an employee, then that employee will be the person assigned as the primary person responsible for the task.

Direct Supervisor: If Direct Supervisor is selected as the Offboarding Group, when the checklist is generated for an employee, then that employee's direct supervisor will be assigned as the primary person responsible for the task. This will be based on the reporting relationship (direct supervisor) setup for the position that the employee currently occupies.

‌Example of Completed Offboarding Tasks for Checklist‌

‌Identify Primary Person Responsible for the Task‌

‌Example Showing No Users Generated for Direct Supervisor Offboarding Group‌

‌Example Showing Selection of Primary Person for Other Offboarding Group‌

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Entering a separation transaction at this point is not a mandatory step to continue with the offboarding process. However, once the transaction is entered and saved then the option then becomes available to generate the Employee Offboarding Checklist directly from that screen as

shown below.

Click on the link below for details on how to enter a separation transaction.

How do I separate an employee?

‌Step 5 Offboarding. Enter Separation Transaction on HRplus

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Personnel>>Offboarding>>Offboarding Checklists>>Generate Employee Offboarding

Checklists

‌Step 6 Offboarding: Generate Employee Offboarding Checklist

‌Generate Employee Offboarding Checklist

‌View Employee Offboarding Checklist

 The Task Details are normally entered by the person assigned to the task, however HR may enter the details here as a last option.

Assigned To: If the Employee or Direct Supervisor was selected when setting up the Offboarding groups on the checklist, this is where their specific names are generated based on the employee that the offboarding checklist was generated for.

For the other Offboarding Groups, the person who was flagged as responsible for the task, also has their name appearing here as the person the task is assigned to.

Reassigned To: If the person to whom the task is assigned is no longer available to complete the task, HR can reassign the task to another user from the auto generated user group listing for the task.

Due Date: The due date is an automatically calculated field based on:

1. The Number of Days entered to complete the task.

2. The Start date entered when generating the offboarding checklist.

How it works:

The Number of Days entered to complete the task is added to the Start Date entered when generating the Employee Checklist. The Due Date is then automatically calculated and populated in the field for each task on the checklist, independently of each other.

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Follow the steps below to upload a document for the person who is assigned to the task. Once saved, the employee assigned to the task will be able to access the document through the self service

modules.

• Enter the name of your document and save the record.

‌Upload Documents to Offboarding Task

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Employee Self Service>>My Offboarding>>My Tasks

‌Step 7 Offboarding: ESS - Employee View of Offboarding Tasks

‌Employee Offboarding Notifications‌

‌Offboarding Tasks and Documents‌

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The employee can fill out the Exit Interview Form here.

• Exit Interview Date: When the form is submitted, this is the date that is auto-generated and saved

to this field.

‌ESS View of Exit Interview Form‌

‌ESS View of Employee Offboarding Checklist‌

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Employee Self Service>>My Offboarding>>My Tasks

‌Step 8 Offboarding: ESS - Manager View of Offboarding Tasks

Employee Self Serve - Offboarding (Manager View)

When the Offboarding Checklist is generated from the Personnel Module, this triggers notifications to the employees who are assigned to the various tasks. In this article, we look at the tasks assigned to the employee's Direct Supervisor/ Manager.

This is how it works:

1. Notifications are generated in the ESS message inbox for the direct supervisor/ manager assigned to the task.

2. Tasks (including their associated documents) assigned to the direct supervisor/ manager are now available through the ESS >> Onboarding tasks.

3. If there is an Exit Interview Form set up for the company, it is now made available in the ESS >> Onboarding based on who was indicated as responsible for completing the said form. The options in terms of persons responsible are:

   1. HR

   2. Manager

   3. Employee

ONLY if the Manager for the Employee is flagged as responsible for completing the Exit Interview Form, will they see this in the Self Service module. This may occur in the case where the employees do not have access to the self service module or for other some reason they are unable to complete the online form themselves.

‌Direct Supervisor/ Manager Offboarding Notifications

‌Message Inbox View of Task Notification

‌Offboarding Tasks and Documents

‌ESS Manager View of Exit Interview Form

‌Step 9 Offboarding: Close Off Tasks for HR

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HR / Offboarding Staff can:

• View the status of tasks on the Offboarding Checklist.

• Follow up with assigned persons if there are any incomplete tasks.

‌View Generated Employee Checklist‌

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In the screenshot above there are no exit interview forms to be filled by HR.

‌View Exit Interview Forms to be filled by HR‌

‌View Exit Interview Forms Pending by Employees or Managers

‌View Completed Exit Interview Form‌