GEO ExitManagementSystem

8/10/2019 GEO ExitManagementSystem

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GEO Exit Management System (EMS)

For HCLT Permanent Employees,resignation has to be initiated by Employee/FLM/SLM/Onsite HR/HR

workflow partner in EMS (Please refer to SOP and USER manual)

For Contract employees or Third party,ID has to be deleted from SAP by EHS routed by HR workflow

partner only.

Note No Manual Separation action entry, Salary Hold, Separation action deletion and other will be

sent directly to EHS. All information to be routed through HR (WFP)

Procedure for Voluntary Resignation Initiation

1)

Employee

Any band of an employee can initiate his/her resignation through EMS by following the steps

a.

My HCL EMS Intention to Separate Submit Auto Triggered Mailer to

FLM/SLM/DU HR/ WFP/EHS for taking action on it

Pending for Acceptance

With approval at each stage, it will move to next stage i.e. FLM approved/Pending for SLM

ApprovalSLM Approved/Pending for HR approval HR approved: Pending for clearance

Clearance from all stakeholdersExit formalities/F&F settlement (to be taken care by GEO EHS

SPOC)

Note: Backdated Resignation date is applicable in GEOs but initiation date will be taken as

current date only. Resignation date cannot be greater than the Last Working date of the

Employee.

Also Initiation date cannot be greater than the LWD of the employee.

2)

First Level Manager / Second Level Manager

FLM/SLM can initiate the resignation of employee on his/her behalf through EMS by following

the steps


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a.

My HCL EMS Initiate Resignation Fill details Submit Auto Triggered Mailer to

FLM/SLM/DU HR/ WFP/EHS for taking action on it FLM approved/Pending for SLM

Approval

With approval at each stage, it will move to next stage i.e. SLM Approved/Pending for HR

approval HR approved: Pending for clearance Clearance from all stakeholders Exit

formalities/F&F settlement (to be taken care by GEO EHS SPOC)


current date only.

3) Onsite HR

Onsite HR can initiate the resignation of employee only under Involuntary and Absconding for

the employee through EMS by following the steps

a.

My HCL EMS Initiate Resignation Fill details Submit Auto Triggered Mailer to

FLM/SLM/DU HR/ WFP/EHS for taking action on it HR approved: Pending for clearance

b.

HR is the final approver of the exit initiation workflow in EMS and updates the official LWD

in EMS. HR updates the required information in EMS which will be flown to SAP

c.

Once approved by HR, notification mailer will be sent across for clearance from all

stakeholders.d.

Exit formalities/F&F settlement will be taken care by GEO EHS SPOC

Onsite HR cannot initiate Voluntary Resignation for any band employees. Details to be sent to

the HR (WFP) in the standard format only on real time basis.


current date only. In case of backdated LWD to be updated, please forward the request to the

HR workflow partner in standard format only.


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4)

Stakeholders

a.

After HR approval of resignation in EMS, stakeholders are informed in the form of amailer notification to provide clearances and providing information on employee details

and last working day.

b.

After HR approval, Clearance page for all stakeholders are open to update the check list

and provide the clearance.

c.

EHS will process the relieving letter based on check list completion of Clearance pending

status.

d.

If there is any outstanding recovery, Laptop declaration, leave encasements, pay

recovery. All remarks needs to be made on the clearance page.

e.

Clearance stakeholder list includes: HR, FLM, EHS(HR), EHS, PMO, IT, Admin, BA training,

Tech-Ceed, Lib/Comm/ISG

f.

This is applicable for all resignation type

Note: FLM and PMO clearance are Non-Mandatory; Mandatory clearances applicability are

specific to GEOs

Procedure for In-voluntary Resignation Initiation

FLM/HR/WFP can initiate In-Voluntary type resignation in the system.

1)

Involuntary resignation initiation (due to business redundancy, performance grounds etc.)

Reporting Manager

First Level Manager (RM) initiates the involuntary exit of the employee in the system byfollowing these steps:

a.

My HCLEMSInitiate ResignationFill detailsSubmitAuto Triggered Mailer

to FLM/SLM/HR/ WFP/EHS for taking action on itPending for HR confirmation

b.

HR is informed on the same based over mail notification

c.

HR confirms the resignation in the system

d.

Based on HR confirmation, Reporting Manager approves the resignation in application


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Onsite HR

a.

HR can initiate the resignation in EMS based on FLM confirmation.

b.

Stakeholders are informed in the form of a mailer notification to all stakeholders to

provide clearance

c.

EHS will run separation action on LWD

d. Employees access card and email ID will be blocked on LWD

Onsite HR can send the EMS initiation request to HR (WFP) along with Termination letter and Final

LWD inputs in the standard format. Backdated exceptional entries are not allowed in the system

and will require LOB HR head approval for execution.

2)

Involuntary resignation initiation due to Death

a.

EHS and HR will send a mail to Work Flow partner informing about the employee death.

b.

FLM/WFP will initiate the Exit process in EMS under In-Voluntary tab with reason as

Death

c.

EHS will run Separation action in SAP with reason as retirement.

d.

EHS will process the Full and final settlement and all process will be scheduled by

submission of below documentsi.

Cremation Certificate

ii.

Post Mortem report

iii.

Hospital Certificate

iv.

Death certificate

3) Involuntary resignation initiation for retirement

a. EHS and HR will send a mail to Work Flow partner informing about the employee whos

employment tenure is about to end

b.

FLM/WFP will initiate the Retirement process in EMS under In-Voluntary tab

c.

EHS will run Separation action in SAP with reason as retirement.

d.

Retirement letter will issues to the employee on Last Working daye.

If retirement extension is applicable, this is done Offline by the employees HR

For involuntary resignation initiated, the clearance status email notification will be sent to all

stakeholders for providing it. Exit interview form is not released for the employee.

Procedure for Absconding Resignation Initiation

Resignation

1. FLM and HR can initiate Absconding action in EMS based on employees absence from the office

for 3 consecutive days without prior intimation or any other applicable reason

2.

HR will submit the LWD in the EMS application, which was the last attended day by the

employee3.

A mail notification will be triggered to EHS and respective stakeholders

4.

HR will inform the EHS on Leave Without pay deduction and to manually hold the salary from

release

5.

IT and Admin will block the access to email ID and access card

6.

Pre-separation action will run as Absconding


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Employee will be separated from the services of HCL based on LWD inputs shared by HR partner to WFP

and EHS. This will be as per Geo Laws.

Clearance and check list update.

1.

EHS will process the relieving letter based on check list completion of Clearance pending status.

2.

Any recovery which needs to be done from the employee will done by legal authorities of the

organization

Full and Final settlement for Absconding

1.

Employee who are termination from the organization on the grounds of Absconding action.

Their Full and Final settlement is processed after legal activities completion.

2.

Any recovery liable from the employee is made by the Legal authorities.

3.

Employee is sent his relieving letter and entire Full and Final settlement within days as per local

laws.

Full and Final Settlement (by GEO EHS SPOC)

1.

Full and Final (F&F) settlement for Voluntary and Absconding action is processed by EHS with

Last working Day as per local laws

2.

Employee has to take clearances from all departments for complete F&F process

3. On LWD, employees resignation letter will be generated by EHS and experience letter will be

mailed along with F&F

4.

No Information will be send to EHS on manual Salary Hold without EMS entry.

5.

No deletion of separation action will be executed with LOB HR head approval.

6.

EHS will not process F&F of the employee without EMS entry. This is Mandatory.

7.

All information to EHS will be routed only through HR(WFP)

GEO EHS SPOCs list

Country Name Country Full Name EHS SPOC

AMERICA HCL AMERICA Inc. Rajat Gaur (51317812) /Mohit Chhabra (40167293)

AUSTRALIA HCL Australia Services PTY Limited Chander Shekhar (40208440)

Austria HCL Technologies Austria Sandeep Rawat (51340518)/Ajay Rawat (51314770)

BELGIUM HCL BELGIUM SA/NV Birender Rawat (40204899)

BRAZIL HCL (Brazil) Robin Varshney (51391952)

Canada Axon Solution SD/HCL Canada Robin Varshney (51391952)

CHINA HCL CHINA- SHANGHAI Prithviraj Guha (51413635)

Czech Republic HCLT Czech Republic Sandeep Rawat (51340518)/Ajay Rawat (51314770)Denmark HCL Denmark Birender Rawat (40204899)

FINLAND HCL FINLAND Vikas Verma (51431584)

FRANCE HCL Technologies France Rachna Manocha (40194862)

GERMANY HCL GMBH Pragati Jain (51418602)

HCLT MEXICO HCLT MEXICO Robin Varshney (51391952)

HONG KONG HCL Hong Kong SAR Limited Shyam Sasmal (51332076)


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Hungary HCL Hungary Bharat Bhushan Taneja (40177814)

Indonesia HCL Indonesia Kavita Sikka (51384250)

IRELAND HCLT IRELAND Ankur Beri (51327388)

Israel HCLT Israel Hema Sharma (51410982)

Italy HCLT Italy Rachna Manocha (40194862)JAPAN HCL Technologies Japan Prithviraj Guha (51413635)

MALAYSIA HCL (MALAYSIA) SDN BHD. Arvind Sharma (40183023)

NETHERLANDS HCL Netherlands BV Vikas Verma (51431584)

NEW ZEALAND HCL New Zealand PTY Limited Hilal Ahmad (40217454)

Norway HCL Norway Sandeep Rawat (51340518)

Philippines HCL Philippines Kavita Sikka (51384250)

POLAND HCL Poland Hema Sharma (51410982)

Portugal HCL Portugal Bharat Bhushan Taneja (40177814)

Romania HCL Romania Bharat Bhushan Taneja (40177814)

Russia HCL Russia Bharat Bhushan Taneja (40177814)

Saudi Arabia HCLT Saudi Arabia Arvind Sharma (40183023)

SINGAPORE HCL Singapore PTE LTD. Kshitij Chauhan (51377553)

South Africa HCL South Africa Dilip Jha (40155089)

Spain HCL Technologies Spain Rachna Manocha (40194862)

SWEDEN HCL Sweden AB Pragati Jain (51418602)

UAE HCL UAE Arvind Sharma (40183023)

UNITED

KINGDOM HCL Great Britain Limited

Manish Rawat (51379925), Rachna Manocha

(40194862)

EHS SAP SPOCs

Region SPOC

Americas Sanjay Joshi (51351345)/Dharam Vashishth(40188811)

Europe Dibya Sudhakar Shukla (51358263)

APAC Amit Gera (51369106)

Request for Resignation initiation by HR workflow partner

In case of initiation of resignation (voluntary/involuntary/absconding), share the data in the below

format below for appropriate action in EMS-

Employee Name

Employee Code

Resignation type Vol/Inv/Absc

Reason for Resignation


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Date of Resignation/Notice period Start

Date

Last Working Date

Notice Pay Waiver (Y / N)

Employee Email of Resignation (If Vol)

In case of any LWD changes for the resignation initiated, share the data in the format below for

appropriate action in EMS

Revocation of resignation

Employee/FLM/SLM/Onsite HR/HR workflow partner can revoke the resignation- My HCL EMS

RevokeReason for revokeSubmit

HR workflow partnerIn case of any queries or clarifications about GEO EMS and exit formalities, please contact the concerned

SPOC:

Indu Parmar

Email: [email protected]

Mobile: +91-9650797257

Important Notes :

HR Partner will send the LWD inputs to HR (WFP) in time

HR(WFP) will accept the EMS on basis of System LWD if no Information is shared by the HR

partner

No manual Separation and salary hold will be executed without EMS entry.

Employee Name

Employee Code

Current LWD in the system

Recommended LWD

Reason of Resignation

Notice Period Waiver (Y / N)

Notice Pay Waiver (Y / N)

GEO ExitManagementSystem

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